Privacy
The Official Rules refer to this policy.
This Privacy Policy informs you how the Sponsors process your personal data in the Competition, as Article 13 of the EU General Data Protection Regulation (GDPR) requires. It is information, and it does not change the Official Rules of the Competition (the "Rules"). Where a use of your data needs your consent, this policy says so.
Positronic (section 1.2 of the Rules) is the controller of the personal data processed to run the Competition. It runs the Competition Website and the evaluation platform, collects the data and answers every request about it. Nebius is a separate controller for the email addresses that Positronic gives it (sections P5 and P6), and for your name, image and voice if you consent to their use under section 14.3 of the Rules. Nebius processes them under the Nebius Privacy Policy at https://docs.nebius.com/legal/privacy. Positronic's representative in the European Union under Article 27 of the GDPR is Positronic Robotics Cyprus Ltd, registration number HE 495939, Agias Zonis 12, Agia Zoni Center, 4th floor, Office 404, Agia Zoni, 3027 Limassol, Cyprus. You and a supervisory authority can contact the representative about this processing.
Contact for every privacy request: hi@positronic.ro.
| Data | Purpose | Legal basis |
|---|---|---|
| Sign-in: an account id and your email address, from WorkOS or GitHub | To identify you and to run your Account | Performance of the Rules (Art. 6(1)(b)) |
| Email sign-up on the register page: your email address, the team name if you give one, your choice about news emails, the time of your first and last sign-up | To email you about the Competition and to invite you to register | Performance of the Rules (Art. 6(1)(b)); for news emails, and for passing your email address to Nebius for its news, your consent (Art. 6(1)(a)) |
| Team: the team name, the registration date, the version of the Rules accepted and when, the news choice, and the name and email of each member that the Account Holder sends | To run the Team and the Leaderboard | Performance of the Rules (Art. 6(1)(b)) |
| API keys: a hash of each key. The keys themselves are not stored | To authenticate Submissions | Performance of the Rules (Art. 6(1)(b)) |
| Submissions: the image reference, its status and its scores; for a private image, the registry credential | To evaluate and rank Submissions | Performance of the Rules (Art. 6(1)(b)) |
| Rollouts and logs: the record of each run, linked to your Team, and the last 4 MiB of your container's log. Rollouts show only a simulated or real robot | To score, to publish results, and under the licence in section 13.3 of the Rules | Performance of the Rules (Art. 6(1)(b)) |
| Prize data: your identity, eligibility and tax documents, and the email of your Nebius account | To check eligibility, grant Prizes and early-bird credits, and meet tax law | Performance of the Rules (Art. 6(1)(b)); legal obligation (Art. 6(1)(c)) |
| Promotion: your name, image and voice, only if you consent under section 14.3 of the Rules | To promote the Competition | Your consent (Art. 6(1)(a)) |
| Security and operation logs: requests to the servers, with the caller's IP address masked in the logs sent to Axiom | To find faults and abuse | Legitimate interest in a safe and working platform (Art. 6(1)(f)) |
| Notices to the Sponsors: when a Team registers, the team name, the account id and the email go to an internal Slack channel | To run the Competition | Legitimate interest (Art. 6(1)(f)) |
| Website statistics: Plausible Analytics without cookies; Google Analytics only after you accept analytics cookies | To know how visitors find the Competition | Plausible: legitimate interest (Art. 6(1)(f)); Google Analytics: consent (Art. 6(1)(a)) |
You need to give your sign-in data and a team name to take part, and the prize data to receive a Prize. In a Team with more than one member, the Account Holder must also send the name and the email address of each member (section 3.4 of the Rules). All other data is optional.
When you sign in with Google, you approve on Google's consent screen what Google gives WorkOS, the sign-in service: your name, your email address and your profile picture. WorkOS keeps them in your sign-in account. WorkOS gives the Sponsors only an account id and your email address, and only when Google verified the address. The Sponsors use this data only to sign you in and to run the Competition as this policy describes. They do not use it for advertising, they do not sell it, and they give it to no one except as section P6 states.
Section 14.1 of the Rules lists what the Sponsors publish. If you consent under section 14.3 of the Rules, the Sponsors may also publish your name, image and voice to promote the Competition. Your email address is never published. A published replay stays public only while a Leaderboard ranks its Submission.
Every registered Team receives emails about the Competition, such as changes, dates and results. The Sponsors send news and marketing emails only if you tick a separate box at registration. If you tick it, Positronic passes your email address to Nebius, which sends its own news under its own privacy policy. You can take part without it. You can stop the emails of either Sponsor at any time, and Positronic passes your choice on to Nebius.
The Sponsors do not sell your data. Service providers process it for them under a contract and only to provide their service:
If you sign in with GitHub, or talk on the Competition Discord, those services process your data under their own privacy policies. Discord channels are public, so do not post personal data there. The Sponsors also disclose data where the law requires it.
Positronic is established in the United States, and some providers in section P6 process data in the United States or in other countries outside the European Economic Area. For these transfers the Sponsors use the safeguards that the GDPR requires: the EU–US Data Privacy Framework where the recipient is certified, or the standard contractual clauses of the European Commission.
You can ask to access your data, to correct it, to delete it, to restrict its use, or to receive a copy of it. You can object to a use based on legitimate interest. You can withdraw a consent at any time, without effect on the use before you withdrew it. To use a right, email hi@positronic.ro. For the email addresses that Nebius receives, you can also contact Nebius. Positronic answers within one month. If you delete your data during the Competition, your Team can no longer take part. You can complain to a data protection authority, for example in the EU country where you live or work, or to the Dutch Autoriteit Persoonsgegevens.
The evaluation scores each Submission automatically. The score is a measure of the robot policy alone. The Sponsors review each winner before they grant a Prize (section 9 of the Rules). The Sponsors make no decision about you that is based only on automated processing and that has a legal or similarly significant effect on you.
The Sponsors keep only a hash of each API key, use a registry credential only to pull the image and delete it as section P8 states, mask IP addresses in the logs they send to Axiom, and limit access to personal data to the staff who run the Competition.
The Competition is only for people who are at least 18 years old. The Sponsors do not knowingly collect data from younger people.
When the Sponsors change this policy, they publish a new version of it on the Competition Website and announce an important change on Discord and by email.